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Returned Items / Cancelling Shipped Orders (eBay)

Jen
December 26, 2016 05:09

Whether you're dealing with items a customer has returned, or an order which now needs to be cancelled that has already been marked as shipped, you will need to create a sales credit in Brightpearl. This will allow you to receive back any inventory and create all the necessary accounting for sales and tax, and refunds if required.

Scenario 1

Shipped Invoiced Paid

In this situation the order should be invoiced and cloned to a sales credit. Follow these steps:

In Brightpearl, invoice the order. This ensures no further changes can be made. It will also create accounting, but this will be reversed by the sales credit.

In Brightpearl, clone the items on the order to a sales credit. Mark it as credited and receive the inventory. Do not process a refund against the credit.

In eBay, cancel the order.

Scenario 2

Shipped Invoiced Paid

Since the order has been shipped and paid the order should be fully completed and then reversed with a sales credit. Follow these steps:

In Brightpearl, invoice the order.

In Brightpearl, clone the items on the order to a sales credit. Complete the sales credit by crediting and receiving the inventory. No refund needs to be processed since this will be automatically processed when the eBay PayPal payments are synchronized.

In eBay, cancel and refund the order. The refund will be downloaded and the accounting credited. It will automatically be attached to the original order marking it as unpaid (since PayPal only have the original order reference is is not possible to match it to the credit).

Scenario 3

Shipped Invoiced Paid

The order does not need to be marked as paid, but it will need to be reversed using a sales credit. Follow these steps:

In Brightpearl, clone the items on the order to a sales credit. Process the sales credit by crediting and receiving inventory. Do not process a refund against the credit.

In eBay, cancel the order.

Scenario 4

Shipped Invoiced Paid

The order is complete so must be reversed using a sales credit. Follow these steps:

In Brightpearl, clone the items on the order to a sales credit. Complete the sales credit by crediting and receiving inventory. No refund needs to be processed since this will be automatically processed when the eBay payments are synchronized.

In eBay, cancel and refund the order.

In Brightpearl, synchronize eBay payments. The refund will be downloaded and the accounting credited. It will automatically be attached to the original order marking it as unpaid (since PayPal only have the original order reference is is not possible to match it to the credit).

Related how to guides - Cancellations & Returns

How to clone a sales order to a sales credit

Search for and open the original sales order containing the items to be credited or returned. Alternatively, a credit can be started from Sales > New Credit .

Select the lines that are being credited, or returned. Note that quantities can be edited directly on the credit later.

Click the Clone to Sales Credit button just above the line items.

How to edit a journal

Search for the journal. If you know the journal ID go to Accounting > Corrections.

Enter a reason for the modification. This is useful if you need to investigate the changes in the future.

Make the necessary amendments to the references, nominal codes, values and tax codes. For example, to dettach a payment from an invoice, remove the invoice references.

Click the Save button.

A change history is displayed within the journal record so if required you can reverse the changes by re-entering the details.